What is an Event Permit and when do I fill it out?
The Events Permitting (EP) process was created to assist student organizations with event planning, with the hopes to ensure safe and successful events on campus. Once the permit is completed, it is sent out to various campus departments for approval (i.e. Guest Services, Athletics, FSUPD, Environmental Health and Safety, etc.) The permitting process ensures that all stakeholders in the event are informed about the event and can provide the organization/department with the adequate support to make the event both safe and successful. This does not apply to weekly business meetings.

The EP must be submitted two weeks before event.

Food Approval Requests must be submitted 72 business hours before event.

Contract information sheets must be submitted 10 business days before event.

Room Requests must be submitted 48 business hours before event.

Some organizational events need approval due to possible concerns with security, food, money, or some other factors. The Events Permitting (EP) process was created to assist student organizations with event planning, with hopes to ensure safe and successful events on and off campus. It is a checks and balances process. Once the permit is completed, it is sent out to various campus departments for approval (i.e. Guest Services, Athletics, FSUPD, Environmental Health and Safety)

You can obtain event approval by completing an EP and turning it in to the Student Activities Center. In the case of an event where food is being served, a Food Permit is also necessary. Both permits are available in the Student Activities Center and online at http://union.fsu.edu/eventplanning/ep.html.

Who can help me with event planning?
One of your main resources is the Student Activities Center (SAC) and its staff. The SAC can provide assistance with event planning at all stages in the process. From setting event goals and conceptualizing the program to evaluation, the SAC staff can work with you to make your program a success. Contact the SAC staff at (850) 644-MORE (6673) to make an appointment to do event planning, or contact Billy Dahlgren ( wdahlgren@campus.fsu.edu) Assistant Director for Event Planning.

How long does it take to approve an Events Permit?
Most events can be approved within 14 days. However, more complex events may take longer to approve. Please keep this time frame in mind when you are planning events. Plan in advance and be sure to incorporate approval processing time.

How do I request space?
Space reservation requests for summer generally open up in April, while spaces for fall open up in July. Space is reserved on a first-come, first serve basis. Groups do not have to reserve space when the reservations book “open,” however, remember that space is limited and should be reserved in advance. There are also policies and procedures that apply to space reservations. Please be aware of such policies and procedures since groups will be held accountable for them.

Union, Student Life Building, Student Services Building?
To reserve any space in the Union, Student Life Building, or Student Services Building, please contact Guest Services at (850) 644-6083 or visit their website at www.union.fsu.edu/guest_services, or stop by the Guest Services Office in the Krentzman Lounge of the Oglesby Union.

Academic Classroom?
Most academic space is reserved through Guest Services. For more information contact the Guest Services office at (850) 644-6083 or visit their website at www.union.fsu.edu/guest_services.

Market Wednesdays?
To reserve table space for Market Wednesdays:

• Vendors: See Billie Pope, BPope@admin.fsu.edu, (850) 644-6710, registration from 8:00am-5:00pm
• Registered Student Organizations: See Kelly McDowell, kmcdowell@admin.fsu.edu, (850) 644-6673, registration from 9:30am-5:00pm.

To reserve an amplified hour space, contact Kelly McDowell, also in the Student Activities Center at (850) 644-6673. Or, visit the Market Wednesdays website for more information: www.union.fsu.edu/market.

Club Downunder?
Groups wishing to use the Club Downunder need to contact the Club Staff at (850) 644-0036 or visit the Club website at http://www.cdu.unionproductions.org/.

Open Dances?
Student organizations are eligible to apply for sponsorship of one open dance per year, and one closed dance per semester. If a student organization determines that it would like to pair up with one or more additional student organizations, or “co-sponsor” a dance, it may do so. Co-sponsoring a dance with another student organization does not entitle either group to a second dance of that type (open or closed) during the semester.
Please contact Kelly McDowell in the Student Activities Center, (850) 644-6673 or kmcdowell@admin.fsu.edu, for more information.

Crenshaw Lanes?
Contact Crenshaw Lanes at (850) 644-1819. You can request a date and time with her, complete a form, and set it up. Price varies on the number of lanes, type of event, etc. The group rentals are subject to availability. Times you can request are Wednesday and Thursday nights, early Friday evening, Saturday and Sunday during the day to early evening. Limited lanes available during the day between academic classes. http://union.fsu.edu/crenshaw

Langford Green?
To reserve Langford Green, please contact Aimee Wirth in University Relations at (850) 644-2469.

The Rez?

To reserve all or part of the FSU Reservation ("Rez"), please contact Erica Bryant, Facility Coordinator, at ecbryant@admin.fsu.edu or (850) 644-6892.

You will need to meet with the Rez staff and complete paperwork specific to the Rez at least two weeks in advance of your event date.

For more information on the Rez, please visit http://fsu.campusrec.com/reservation.

What do I need to do if I decide not to use the space I reserved?
In the cast of a cancellation you must notify the appropriate person of the cancellation 48 hours in advance. Failure to notify the Guest Services Office [(850) 644-6083] of a cancellation at least 48 hours in advance of a space reservation will result in a charge equal to the established rental charge for the space, if a charge would have been made. After two cancellations without notification, the Guest Services office will notify the party reserving space that they may lose their reservation privileges.

What are the posting policies, and where can I advertise about my event?
For FSU's Posting Policy and posting locations, please refer to http://posting.fsu.edu